City game checklist: what to arrange and when

A city game needs more than a route and a set of puzzles. You need a reliable start and finish point, safe checkpoints, team materials, hosts and a clear fallback plan. This checklist puts the work in a practical order, from recording the concept and checking permissions to packing team bags and testing the sound system. Start early with the route and game design; leave printing, shopping and setup for the final days.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record the game concept and route
2 people
Reserve the start and finish locations
Check permits and notifications
Check the route for safety
2 people
Develop game assignments
2 people
Design puzzle materials
2 people
Create an emergency scenario and contact list
Send invitations
Process registrations
Collect dietary requirements
Create team assignments
2 people
Schedule game hosts
Order catering and drinks
Check the weather forecast
Check the route again
2 people
Print game cards and route booklets
2 people
Pack materials per team
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks and buffet
3 people
Set up the starting location
4 people
Set up tables and chairs
3 people
Hang up decorations
2 people
Set out team bags
2 people
Test sound equipment
2 people
Give briefing to supervisors
2 people

Event

Receive participants
4 people
Divide teams and hand out badges
4 people
Give game instructions
2 people
Send teams out
4 people
Staff game stations
6 people
Record intermediate results
2 people
Refill drinks
2 people
Serve snacks
3 people
Welcome teams at the finish
3 people
Check answers and scores
2 people
Open the dinner buffet
3 people
Announce the winner
Provide music and free drinks
2 people

Aftercare

Collect game materials
3 people
Dismantle the buffet and bar
3 people
Collect and sort waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Check and dry materials
2 people
Return borrowed materials
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Foldable tablesqty 6
Folding chairsqty 45
Buffet tablesqty 3
Coat racksqty 2

Equipment

Portable speakersqty 2
Wireless microphone
Power banksqty 8
Extension cordsqty 3
Power stripsqty 3

Game materials

Team backpacksqty 8
Clipboardsqty 8
Pensqty 30
Pencilsqty 20
City mapsqty 50
Team bibsqty 40
Name stickersqty 50
Envelopesqty 50
Conesqty 20
Ropeqty 2
Stopwatchesqty 8
Calculatorsqty 8

Lighting

LED lampsqty 6
Flashlightsqty 8

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 9

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40

Kitchen

Coolersqty 4
Serving traysqty 8
Serving spoonsqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Thermos flasksqty 4

Safety

First aid kitsqty 2
Safety vestsqty 8

Cleaning

Waste binsqty 6

Catering

Groceries

Tips

Check the route at least twice: once while designing the assignments and again shortly before the game. Look for construction, unsafe crossings, weak phone coverage and places where teams may block pedestrians.
Set a registration deadline several days before the game so you can collect dietary requirements and create balanced team assignments. Print name stickers and team bibs only after the final participant list is closed.
Pack one clearly labelled backpack per team. Include the clipboard, pens, pencils, maps, envelopes, puzzle materials, stopwatch, calculator and any lighting or safety items that team needs.
Schedule hosts with specific positions and handover times instead of relying on one person to cover the whole route. Give every host the emergency scenario, contact list and a way to reach the organiser.
Finish the practical setup at least 60 minutes before the first team starts. Chill the drinks, prepare the buffet, place tables and chairs, set out team bags and test the speakers, microphone, extension cords and power strips before participants arrive.

Frequently asked questions

How far in advance should I organise a city game?: Start the route, concept and location arrangements at least 4 to 6 weeks ahead. Use the final week for registrations, team assignments, printing and confirming hosts; keep the last 2 days for shopping and packing.
What should I check on a city game route?: Check crossings, roadworks, stairs, lighting, crowding, toilets and mobile coverage at every stop. Recheck the complete route 1 to 2 days before the game and prepare an alternative if a location has become unsafe or inaccessible.
How many people should be on a city game team?: Plan teams of 4 to 6 people so everyone can read clues, navigate and take part without becoming difficult to manage. Finalise the team list after registration closes, then pack and label one set of materials for each team.
When should I prepare the food and drinks for a city game?: Order catering and drinks early enough to confirm quantities and dietary requirements, then buy remaining items 1 to 2 days before the event. Chill drinks and prepare snacks or the buffet on the day, before the starting location is opened.

Start this plan in Lizzt

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